On Writing Memos
Of all forms of business writing, memos are probably the most badly abused. Far too many are just gosh-awful. Let’s look at them.
The true test of a good memo is how well it ages. If, in ten years, a stranger can pick up your memo and understand exactly what you intended to convey, that’s a good memo.
Business memos have several purposes. More often than not they are intended to “memorialize” a fact situation, that is, to record events or discussions so that today’s happenings and thoughts will be recalled accurately long after the mental images morph and fade.
Memos are also useful to instruct staff or colleagues, and to structure the plan for them to carry out the project. Taken together, your “book of memos” is the history of your competence, your leadership, and your professionalism.
Like all business writing, sparse is better than verbose, active voice is better than passive (“the cat ate the mouse” rather than “the mouse was eaten by the cat”), and emotion should be used like seasoning– a little bit brings it to life, but more than a pinch can ruin the cooking.
One of the best practices for writing good memos is to scratch out your thoughts in point form before you begin to craft the memo. For us old codgers, that means pen to paper, but bullet points on the computer will do. Only when the outline is complete and makes sense is it time to convert the sketch into a painting.
As with all business writing, another set of eyes or an overnight pause can make the difference between a rash tirade and a profound work of leadership. And att teh very leeste, tkae th tiem two prufe reed before you hitte prynt ore sned!
This brief note could easily turn into a book, and perhaps it will someday. But in the meantime, if you think your team could spend a useful thirty or sixty minutes reviewing business and professional communication, I’d be happy to oblige.